HUMAN RESOURCES MANAGEMENT SYSTEM
BARAN HR policy explains and regulates the obligations, rights and privileges of employees. HR Policy is enacted to meet the national standards. HR policy enhance, meet, identify, organize and consolidate the organization’s regulations and procedures with respect to recruitment and hiring of employees, job classifications, working terms and conditions, employees’ leave, performance management, training and development, compensation and benefits, disciplinary measurements and termination. This policy is clarifying the responsibilities of both managers and employees and ensure equal job opportunities, safe and supportive working environment, in which all staff can demonstrate their best, and maintain positive and professional working relationships.
BARAN has numerous highly qualified staff and has established a management office in Kabul, one provincial office in Kandahar province and one in Urozgan province. Projects mostly leading through qualified professional staff at main office and provincial offices.
BARAN FINANCIAL MANAGEMENT SYSTEM
BARAN has Internal Control System (ICS) including internally and externally audit systems. The finance department of BARAN provides financial support to BARAN organization to achieve its mission and vision.
The finance department is providing services according to the BARAN financial policy.
BARAN has professional and expert finance team with latest financial system and utilizing the modern financial software such as ERP (Enterprise Resources planning) and Quick book. Finance Department is implementing the internal controlling system for assuring strong cash management system and all transactions are being checked and controlled by the internal controller. BARAN also invites third party to audit financial activities for each fiscal year.
BARAN finance department is also responsible for financial planning, record-keeping, managing costs, assets and liabilities management, financial investments, analyzing cash-flow and profitability, and preparing budgets and financial frameworks of the projects and main office. The department is accountable for donor report, grants, property, funds management, salary distribution, tax and loans.
The finance department produces annual and monthly consolidated financial statements and fulfils the rules and regulations affecting origination. Through this department we ensure effective financial control and transparency of the financial data of our projects and organization.
Internal Audit Department of BARAN has been directly monitored by Internal Audit Officer. He assists the management by providing independent advice on operations and performance by assessing the effectiveness of Internal Control, Risk Management and Governance Process, Quality Assurance, Accounting, Compliance Management, Risk Management, Income Tax and Legal Affairs.
BARAN internal control system is designed to get reasonable assurance about effectiveness and efficiency of operations, reliability of financial data and compliance with applicable rules, regulations and procedures. Management's integrity, attitude, actions, and ethical values help raise consciousness control among the staff.
BARAN management believes that controls are important to achieve the objectives and to communicate its view to staff at all levels. Clear policies and procedures, documentation process, table of authority, segregation of duties, supervision and accountability have made the organization transparent. BARAN is considering the internal control a continuous process and periodically reviews and modifies the system according to the changing circumstances.
We hire independent audit firms on annual basis to audit our performance, use their findings and recommendation for improvement.
PROCUREMENT MANAGEMENT SYSTEM
BARAN has Logistic and Procurement Policy to ensure organization logistical and procurement services carried out in an effective, efficient, and understandable manner to avoid conflict of interest and prove outstanding internal control and level of authorities and ethics.
In procurement and logistics services the highest professional, ethical, and legal standards will be applied in the process without compromising of quality, cost and value.
BARAN procurement and logistic policy is designed and developed according to the accepted national and international standards.
BARAN MONITORING AND EVALUATION SYSTEM
BARAN has Board of Trustees (BoT) for strategic decisions and Board of Executives (BoE) for routine management. These structures allow us to think strategically and implement efficiently. The methodology for management of our projects is PRINCE-2 emphasis to control six variables, which are cost, timescale, quality, scope, risk and benefits.
BARAN has well-functioning M&E system for each project or program to support implementation with accurate and evidence-based reporting, which informs management and decision-makers to guide and improve performance.
Our M&E department focus on: (1) organizational learning and knowledge sharing by recording and using these experiences and lessons, so we can gain the full benefit from what we do and how we do it; (2) Uphold accountability and compliance by demonstrating whether or not our work has been carried out as agreed and in compliance with established standards with client/ donor requirements; (3) Providing opportunities for stakeholder’s feedback, especially beneficiaries, and willingness to learn from them to adapt to changes; (4) Promoting our work by highlighting our achievements and contributing to resource mobilization.
Considering the above points, we are practicing following three approaches to monitor and analyze our performance, maintaining good practice and improving organization and project performance, reach contract obligations, and targets:
GENERAL MONITORING & EVALUATION
BoT oversees, reviews, analyzes, feedbacks and controls overall performance of the organization based on submitted performance reports by Executive Director in BoT quarterly meetings and annual general assembly gatherings.
TECHNICAL & OPERATIONAL MONITORING AND EVALUATION
We strictly follow clients’ and donors’ strategies, policies, guidelines, contract obligations and our policies to ensure organization and projects’ performance is in right direction. Meanwhile, we monitor and analyze project’s performance based on informative reports generated by compiling of data from HMIS, EMIS, PLIS, TBIS, balanced scorecard, community scorecard, national or provincial household surveys and M&E findings. These reports outline strengths and weaknesses of project performance. We also conduct quarterly review workshops at provincial level to analyze technical performance and budget expenditures. We use the analyzed information to maintain strengths, take corrective actions on week areas (starting from highest priority) and provide timely feedback to improve health service planning & delivery. All mentioned activities are recorded as Lessons Learnt for future use.
We hire independent firms to evaluate organization and projects’ performance annually & use their findings and recommendations to fulfil gaps and improve performance. As a result, our performance is certified by UNDP, OCHA, Afghanistan Institute for Civil Society & GAVI-HSS in the areas of Project Management & Program Delivery, Financial Management and Internal Governance.